Clinical Schedule Coordinator/ Administrative Assistant - Undergraduate Nursing

Berkeley College•Woodland Park, NJ

21h•Onsite

About The Position

Berkeley College is seeking a full-time Clinical Scheduling Coordinator/Administrative Assistant for Undergraduate Nursing in the School of Health Studies. This on-site position is located at the Woodland Park, NJ campus and reports to the Dean, School of Health Studies. The role involves providing efficient and effective support to the Chair of Nursing, faculty, and students.

Requirements

Bachelor degree is required.
Minimum of three (3) years of clinical & administrative experience, preferably in nursing/medical/sciences related education.
Knowledge of nursing education and accreditation standards.
Strong organizational and time-management skills.
Ability to manage multiple priorities in a fast-paced academic environment.
Effective communication and interpersonal skills.
Ability to work collaboratively with faculty, students, and clinical partners.
Proficiency with PeopleSoft.
Proficiency with Canvas (administrative access).
Proficiency with Engage.
Proficiency with ImageNow.
Proficiency with Microsoft Office 365.
Proficiency with Power BI.
Proficiency with Salesforce.
Proficiency with UKGPro.

Nice To Haves

Master degree is preferred.

Responsibilities

Identify, recruit, and tour potential new clinical sites.
Collaborate with agency staff to establish new clinical contracts, renew contracts, and maintain currency in all contractual agreements.
Coordinate with clinical sites to plan and schedule student clinical rotations.
Submit clinical requests to sites, with the date, time, and specialty unit requested.
Identify nurse educators at each facility.
Attend all required meetings at clinical sites.
Identify potential student learning experiences in established clinical sites (BSN: acute care/hospital settings; PN: long-term care, short-term care, and hospital settings; Other nursing programs).
Develop and manage clinical schedule, based on enrollment trends.
Monitor current enrollment and track readmitted students.
Collaborate with Admissions regarding student eligibility (e.g., financial holds).
Prepare and manage all site-specific student documentation for clinical placement.
Submit required quarterly reports to clinical sites.
Schedule clinical orientations and communicate details to students and faculty.
Maintain and verify clinical compliance records, including: CPR certification, Health Clearances, Background checks, Required Training modules.
Submit clinical clearance attestations to sites.
Maintain organized clinical rotation records and files.
Coordinate student and site-specific ID badge processing.
Notify the Department Chair of clinical faculty staffing needs.
Maintain an updated database of approved clinical faculty by specialty.
Coordinate onboarding and orientation for new clinical faculty.
Schedule and support routine meetings with clinical faculty.
Distribute, collect, and maintain: Student evaluations, Agency evaluations, Clinical teaching evaluations.
Support faculty compliance with attendance and clinical make-up documentation.
Assist with annual clinical faculty evaluations.
Serve as the first point of contact for the department.
Perform administrative functions including: Reception, Record management, Correspondence, Quarterly reporting.
Coordinate faculty observation schedules and respond to faculty inquiries.
Manage departmental meetings: Maintain calendar, Send meeting notices, Record minutes, Arrange catering as needed.
Assist in planning and execution of departmental events, including: Health Fairs, Ceremonies, Chat & Chews, Advisory Board Meetings.
Coordinate equipment maintenance with internal departments and external vendors.
Collaborate on ordering laboratory and departmental supplies.
Manage PeopleSoft-related inquiries for the Department Chair.
Ensure compliance with accreditor record retention policies.
Maintain accurate documentation through scanning and filing procedures.
Support resolution of issues related to: Academic performance, Clinical compliance, Clinical competencies.
Perform additional duties as assigned by the Chair and/or Dean.